DOCUMENT MANAGEMENT TOOLS: Uses, Free Tools & Guide

DOCUMENT MANAGEMENT TOOLS
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Thanks to the ongoing digitization trend, people want to do less work on paper and expect to be able to access their most crucial documents from any device. It is highly recommended to use a document management system in order to simplify this process. In today’s digital world, document management tools are an integral part of any successful enterprise. Document management systems, in place of rows of filing cabinets, generate an electronic archive that can be accessed and modified by anybody with the proper authorization. Managing your digital papers and scanning old paper files is a breeze with the aid of document management tools. We go through a list of management tools, focusing on enterprise and Microsoft document management tools, and also name a few DM system companies, including Open Source.

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What is a Document Management Tool?

The document Management tool is software that is used to track, manage, and store documents while cutting down on paper use. This program has several potential corporate applications, from archiving media files in the cloud to facilitating teamwork on paperwork.

DM includes a wide variety of features and functionalities, essential to the smooth operation of a company. The features of document management tools that is invaluable and help businesses of all kinds include;

  • A single location where records can be searched and accessed.
  • Documents that were previously stored on paper can now be scanned, uploaded, and organized digitally, removing the need for the additional space (and money) that was previously required for paper storage.
  • Enhancing organization and productivity, this change.
  • The use of digital document storage reduces the likelihood that files may be misplaced or corrupted.

Document management tools could be especially useful for businesses in the medical and financial sectors, which deal with and/or store large volumes of data containing personally identifiable information. These systems can guarantee document compliance in a given field while giving authorized users speedy, trustworthy access to all necessary files.

What is the Best File Management Software?

Let’s take a look at some of the most well-known DM Software, which is commonly used to lessen the reliance on paper documents and boost a company’s DM performance.

  • ClickUp
  • M-Files
  • Smartsheet
  • Teamwork Spaces
  • pCloud
  • HubSpot

What are the various types of document management systems?

The five types of DM systems are;

  • Enterprise Content Management.
  • Content Management (web content management)
  • Document Imaging.
  • Workflow Management. 
  • Record Management. 

List of Document Management Tools

Legal firms, design studios, and publishing houses are just a few examples of SMBs who want to go paperless but need help finding the proper solution. Since businesses will always have a large amount of data to manage, it is essential to select a DM tool that is both dependable and extensible in order to maximize efficiency.

Small and medium-sized businesses (SMBs) can benefit greatly from effective document management tools.  The most fundamental one is the need for a centralized location to keep records in order. A DM tool can also manage things like versioning, processes, user permissions, backup, and security. It’s where you should begin when looking for a place to keep and share sensitive company files with others. Data classification is another DM feature that has the potential to significantly alter how your business now diagrams its processes. The projected global revenue for DM and ECM systems is growing at a healthy clip, and for good reason.

That being said, below is a list of some top document management tools;

#1. SignDesk

SignDesk is a Smart Contract Lifecycle Management (CLM) platform that was developed with the intention of automating all aspects of the contracting process. With the help of SignDesk CLM, teams may immediately develop contracts with AI-suggested clauses, then approve of them and negotiate their terms.

#2. Contentverse

Managing your documents with Contentverse ensures that you will never be without the resources you require. Contentverse is able to accommodate the specific requirements of your department because it provides cloud and on-premises deployment choices, as well as user setups that may be customized.

#3. Optix

Document management software that is both powerful and simple to use, Optix offers workflow automation solutions, standard operating procedure management, and other contemporary features that are designed to improve the efficiency of company processes.

#4. Docufree

A services-enabled business content management system, Docufree Document Cloud integrates document scanning and capture, document management, and process automation onto a single cloud-based platform.

#5. DocStar ECM

DocStar Enterprise Content Management caters to large and midsize enterprises across all sectors and offers tools to upload, store and exchange documents in a number of formats. Its customers come from a wide range of industries. There are versions of the software that run on the cloud as well as locally.

#6. FileHold

A paperless office might be easier to achieve with the help of the document management tool; FileHold Enterprise, which is designed for use in large companies. FileHold’s installation can take place either on-premises or in a safe private or public cloud environment.

#7. DocuPhase

Document management, workflow automation, and optical character recognition (OCR) capture tools are all provided by the DocuPhase Enterprise Automation Platform. The DocuPhase system is adaptable to meet the needs of businesses of any size. It is obtainable in an on-premises model in addition to a cloud-based one.

#8. eFileCabinet

eFileCabinet is a document management system that is focused on assisting businesses of any size in increasing their profitability and efficiency by lowering the amount of paper consumed within their operations and streamlining their work procedures.

#9. DocuXplorer

Going paperless and automating repetitive data input processes can help your staff save time and reduce annoyance while also reducing risk and exposing them to fewer potential problems. Get your business process goals accomplished with the help of knowledgeable assistance and tools that are straightforward and simple to operate.

#10. Document Locator

Document Locator, an enterprise document management software is integrated in a way that is only available with Microsoft Windows. In addition to being compatible with Microsoft Office and other commercial software, the platform may run entirely within the Windows operating system.

Is SharePoint a document management tool?

Microsoft SharePoint is not a DM tool, however, it can function as a document management solution for some enterprises. SharePoint’s versatility makes it a better fit for large organizations that need help with content management and intranet development than it would be for small firms in search of  Microsoft document management tools

How do you manage documents?

Implementing standard procedures for document management might help your company run more efficiently. Making a smooth transition requires you to assess your current resources, identify any gaps, and set aside dedicated study time, just like you would for any other new endeavor. The steps involved in managing your documents are;

  1. Planning document creation and retention
  2. Choosing a system
  3. Implementing
  4. Set up storage
  5. Keep up with maintenance

What are document management skills?

  • Systems Analysis -The process of figuring out how DMS should function and how different inputs and variables will affect the final product.
  • Time Management
  • Systems Evaluation
  • Reading Comprehension skills 
  • Critical Thinking skills
  • Good writing skills
  • Judgment and Decision Making 
  • Programming

Microsoft Document Management Tools

Every company, no matter how large or little, must find a way to manage its paperwork efficiently. A document management system (DMS) may improve efficiency and cut costs for any company. There are a number of alternatives available, so it’s crucial that you carefully consider each one before settling on a solution for your company.

You should look for document management tools that are compatible with Microsoft products if your business relies heavily on them. Several options( document management tools) exist for you to consider because of the widespread adoption of Microsoft platforms in the business world. However, which Microsoft document management tools are ideal for your company will largely be determined by its specific requirements.

Are Microsoft Office Suite Document Management Tools?

Even though this misconception persists, Microsoft Office Suite (also known as MS Office) is not a full-fledged document management tool. Multiple businesses have found that combining Microsoft Office with document management tools is great and employ it. This procedure when used results in an electronic document management system that is both comprehensive and scalable.

The most noticeable distinction between Microsoft office and document management tools is in its core features. While Microsoft Office focuses on document creation, Document Management System (DMS) handles document structure and upkeep, keeping existing ones in order

Using a document management system, businesses can archive important files and easily retrieve specific ones in order to improve their workflow and decision-making.

MS Office has not only a Document Management System (DMS) in numerous of its components, but it also includes tools for document generation and distribution.

However, that Microsoft Office contains document management system (DMS) features does not mean that other DMS tools or platforms are not also viable options. Whether or not your company requires both options depends on its document management and storage requirements.

Microsoft SharePoint – Example of Document Management tools or Not

Microsoft SharePoint is not a DM tool, however, it can function as a document management solution for some enterprises. SharePoint’s versatility makes it a better fit for large organizations that need help with content management and intranet development than it would be for small firms in search of  Microsoft document management tools

It is a flexible and configurable platform used for constructing many sorts of solutions, such as intranets, learning management systems, ticketing software, and more.” To be more specific, Microsoft SharePoint is ideally suited for constructing document management systems,” as it provides comprehensive tools for this application.

In addition, SharePoint has a number of additional useful features; simple document production and storage in a safe and secure environment, rapid document search and retrieval, real-time collaboration, version control, an audit trail, and compliance assistance.

List of top Microsoft Office 365 Document Management Tools

Office 365 is a subscription service for access to a web-based version of Microsoft Office. It includes Word, Excel, and PowerPoint as well as Outlook for email and calendaring, Access for managing databases on PCs, Publisher for publishing on PCs, OneNote for taking notes, OneDrive for cloud storage, and regular software upgrades. Also, it’s compatible with a wide range of operating systems and mobile platforms, including Windows, macOS, Android, and iOS.

Since most document management tools are compatible with Microsoft Office and Office 365, it’s important to compare the capabilities of each system carefully. By doing this and using the information you gathered, you will be able to pick a DM tool that works for you.

Here is a list of some of the top document management tools for Microsoft Office 365 Integration

  • M-Files
  • Samepage
  • Box Huddle
  • Nimbus Portal Solutions
  • DocuXplorer
  • Bitrix24

Document Management Companies

The era we live in now has been appropriately dubbed the Information Age. Any business hoping to make it in today’s cutthroat business environment must learn to make the most of the data at its disposal.

Research indicates people spend between thirty minutes and two hours every day looking for files. Because of this, a company’s expenses, processing times, and error rates all rise, cutting into its bottom line.

Document management software comes in a variety of flavors, some of which are free and open source while others require a license to use.

Your whole document-related service demands can be met by numerous document management companies. The document services by these management companies include those for creating, scanning, archiving, and managing the files used within your company.

In the list below are the top twelve US document management tools companies in 2022

  • LaserCycle USA
  • Stargel DMS Solution
  • Accesscorp MasterControl
  • American Micro
  • Ricoh
  • AGS Records Management
  • 5i Solutions
  • Docupace Technologies
  • Conduent
  • GRM Document Management
  • Crown’s document management solutions
  • Storage Quarters

Enterprise Document Management Tools

The term “enterprise document management tools” refers to software designed to handle large volumes of documents and data, as well as their storage, retrieval, and processing through various processes.

Basically, you can produce, save, manage, index, protect, retrieve, and even arrange your documents with ease thanks to enterprise document management tools. When companies use enterprise document management tools, they practically move away from using paper records and into the digital age.

Companies can save time and money by using enterprise document management tools. They can use EDMS to digitize and store their documents in a way that facilitates quick and easy access and improved organization.

What are the Types of Enterprise Document Management Tools?

Basically, there are two main types of EDM tools;

#1. Cloud-based:

Users of cloud EDM systems can manage their systems by connecting to the developer’s server remotely. With Cloud-based EDM tools, you may access them from any computer or mobile device without worrying about software compatibility issues. This is because the documents are constantly being backed up to the cloud,

#2. Self-hosted:

By contrast, self-hosted EDM systems reside entirely inside the confines of the user’s own network infrastructure. Self-hosted EDMS may not provide for as much data accessibility as cloud-based systems, but they often give the user more say over how documents are handled.

What is the Basic Process of Enterprise Document Management Tools?

EDMS can meet a company’s needs for digital document management whether it is just starting to use digital systems at work or is already heavily reliant on them. Below, we have the basic process or step of enterprise document management tools; 

#1. Digitization and Collection of Paper Documents

The EDMS software makes it possible to turn paper documents into digital files in a fully or partially automated way. Using these tools will make the process of digitizing documents easier. Paper documents, emails, and system-generated reports are all scanned in, converted to digital format, and stored as part of the electronic document management system process.

#2. Centralize Document Storage

Once the document has been transformed, it can be kept in a document management system’s digital archive. The electronic file cabinet is, in essence, a central document storage space that plays an important part in the process of managing and retaining all of the documents that are retrieved from the many locations that are connected to the central storage Anyone with an internet connection can get to it.

#3. Retrieval and Distribution of Documents

The open exchange of documents and their use for business goals is an important step. At this stage, documents are retrieved and distributed in order to accomplish this goal.

What are the Features of Enterprise Document Management Tools?

  • Centralized document storage hub
  • Collaborative features
  • Workflow operations
  • Variety of security permissions for documents and folders
  • Users-friendly search option

Document Management System Open Source

A DMS is like an upgraded and more well-organized version of an electronic filing cabinet. As opposed to a traditional filing cabinet, a DMS may organize your papers in a wide variety of ways.

With the help of an open-source document management system, you can store, manage, and quickly find documents for your business. As open-source document management system, it lets users access the program’s source code and make their own changes to make it work better for them.

Having access to the source code is a big plus because it lets you change it to fit the needs of your team or organization. Any software developer with even a little bit of knowledge can make changes to the software or build new connectors with other readily available business line applications, but they will need to learn the languages used to make the product.

Licensed DMS, on the other hand, needs to be paid for upfront or on a recurring basis based on the number of users and documents, and the user has less control because there aren’t as many customization options. When businesses need to change software, they usually have to pay the software developer to make the changes.

You can choose from a lot of great open-source document management systems, but making the right choice of system can have a big impact on how well your business runs.

You can choose a system that suits your organization’s goals from the list of open source document management systems below;

  • OpenDocman
  • LogicalDoc
  • SeedDMS
  • OpenKM
  • Alfresco
  • Kimios DMS
  • Krystal DMS

Conclusion

A DMS is like an upgraded and more well-organized version of an electronic filing cabinet. A DMS can organize your papers in a lot more ways than a traditional filing cabinet. With the push of a button, you can store, manage, and get to your documents. For archiving, paper documents can also be scanned and saved digitally.

Document Management Tools FAQs

What are the advantages of using open source software to manage documents?

With an open-source document management system, you will need fewer paper documents and spend less on printing and storing them.

What are the various types of filing system?

There are 3 categories of filing systems when it comes to document management tools as shown in the list below;

  1. Alphabetical
  2. Numeric
  3. Alphanumeric
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